Procurement Operations Specialist

FINANCE DEPARTMENT

Compensation Details

• SALARY RANGE: $74,119 - $96,355
• GRADE: 23N

The Procurement Operations Specialist is responsible for supporting organizational procurement and vendor management functions through the administration of purchasing activities, blanket purchase agreements, invoice coordination, travel authorizations, credit card reconciliation, and vendor compliance processes. This position serves as a liaison between departments, vendors, finance, and management to ensure procurement activities are conducted efficiently, accurately, and in compliance with organizational policies and procedures.

EQUIPMENT TO BE USED: 

Copy machine(s), network computer and related equipment, Fax, calculator, laminating system, network printers, and other miscellaneous equipment.  Handheld automatic citation machines.

WORK ENVIRONMENT:             

Air-conditioned office space.

PHYSICAL REQUIREMENTS: 

• Sitting                    60%
• Standing                10%
• Walking                 10%
• Talking                  10%
• Bending                  5%
• Reaching                5%

ESSENTIAL FUNCTIONS:

• Coordinate and process purchase requisitions, purchase orders, and blanket purchase agreements. 
• Monitor purchasing activities to ensure compliance with procurement policies, budget guidelines, and applicable regulations. 
• Review and verify procurement documentation for completeness and accuracy. 
• Maintain procurement records, contracts, and vendor files.
• Process credit applications.
• Serve as primary point of contact for vendor communications and issue resolution. 
• Maintain vendor database, including vendor onboarding and documentation compliance. 
• Coordinate with vendors regarding invoices, pricing discrepancies, and service delivery issues.
• Monitor vendor performance and assist with contract administration and renewals. 
• Review invoices for accuracy and proper approvals prior to payment processing.
• Exercise independent judgement in coordinating procurement compliance activities with Departments and Account Payable to resolve vendor and invoice discrepancies. 
• Track blanket purchase balances and spending activity. 
• Prepare procurement-related reports and expenditure summaries.
• Review and process employee travel authorizations and supporting documentation. 
• Ensure travel expenditures comply with organizational policies and allowable expense guidelines.
• Administer procurement card (credit card/P-card) reconciliation processes. 
• Audit procurement card transactions and supporting receipts for compliance and accuracy. 
• Assist with monthly reconciliation and reporting activities.
• Coordinate procurement and vendor compliance initiatives.
• Ensure procurement activities comply with internal controls, policies, and applicable laws/regulations.
• Assist with audits and records requests related to purchasing and vendor management.
• Assist in development of procurement policy and procedure by recommending process improvements to enhance procurement efficiency and accountability. 
• Provide guidance to staff regarding procurement procedures and purchasing systems.
• Generate reports concerning all aspects of departmental purchase.
• Perform all duties related to current purchasing procedures in a timely and efficient manner.
• May assist in the review and evaluation of performance for City contractors for financial and contractual performance. 
• May assist the Finance Director or designee in the maintenance, update and review of the City-wide fixed asset records.
• Other duties as assigned.

REQUIRED KNOWLEDGE/ SKILLS/ ABILITIES:

• Knowledge of procurement practices, purchasing procedures, and vendor management principles.
• Experience with procurement systems, ERP software, and financial reconciliation processes.
• Knowledge of sources of supply and of markets and price trends.
• Skill in utilizing computer hardware, networked systems, e-mail platforms and standard office technology.
• Understanding of invoice processing, reconciliation, and financial controls.
• Strong organizational and analytical skills.
• Ability to express factual information clearly and concisely, verbally and in writing.
• Ability to manage multiple priorities and deadlines.
• Ability to establish and maintain effective working relationships with vendors, associates, department officials and the general public. 
• Ability to interpret and apply policies and procedures.

MINIMUM QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Public Administration, Supply Chain Management, or related field.
• Able to read, write, speak and understand English in order to perform duties of this description.
• Able to work a forty (40) hour work week and overtime when necessary.
• Able to use equipment and/or materials as specified in this job description.
• Able to communicate professionally and effectively with vendors, staff and the public via phone, e-mail and in person.  
• Possess and maintain a valid Florida Driver’s License

Periodically duties, equipment, material, and/or job setting(s), other than those listed, are required and will be considered as part of the regular job while in effect.